DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD, SUITE 2533

FT. BELVOIR, VIRGINIA 22060-6221

IN REPLY

REFER TO DLMSO NO!f i” iO@

MEMORANDUM FOR: SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved DLMS Change 82, Contractor Access to Government Supply Sources

(MILSTRIPkpply) (Staffed as PDC 88)

The attached change to DOD 4000.25-1-M, Military Standard Requisitioning and Issue

Procedures (MILSTRIP), and DOD 4000.25-M, Defense Logistics Management System (DLMS), is

for implementation on November 1,2002. This ADC reflects Joint Component agreements reached

during the DLMS Supply Process Committee Meeting 02-3.

Addressees may direct questions to the DLMSO points of contact, Ms. Ellen Hilert, Chair,

Supply Process Review Committee, 703-767;0676, DSN 427-0676, or e-mail:

ellen~hilert@hq.dla.mil or Ms. Vermella SavBge, DOD MILSTRIP System Administrator, 703-767-

0674, DSN 427-0674, or e-mail: vermella-savage@hq.dla.mil. Others must contact their

Component designated representative.

Attachment

cc:

ADUSD(L)SCI

LMI

Finance PRC
Approved DLMS Change 82

Contractor Access to Government Supply Sources

1. ORIGINATOR:

a. Service/Agency: Defense Logistics Agency

b. Sponsor: Supply PRC Chair, Ellen Hilert, DLA DLMSO/J-673, DLMSO, 703-767-0676 

(DSN 427), ellen_hilert@hq.dla.mil and DOD MILSTRIP System Administrator: Ms. Vermella Saváge, 

DLA DLMSO/J-673, DLMSO, 703-767-0674 (DSN 427), vermella_savage@hq.dla.mil

c. DOD EMALL Point of Contact: Ms. Gabrielle Zimmerman, 804-279-3646, 

Gabrielle.Zimmerman@dscr.dla.mil

d. DLA Point of Contact: Mr. Bob Vitko, J-332, Logistics Operations, 703-767-1601 (DSN 

427), Robert_vitko@hq.dla.mil

2. FUNCTIONAL AREA: Supply

3. REFERENCES: Federal Acquisition Regulations Subparts 1.4, 32.2, 45.303, and 51.1. 

4. REQUESTED CHANGE:

a. Title: Contractor Access to Government Supply Sources

b. Description of Change: This change establishes procedures for validation of contractor orders 

for material from the Government supply sources using DOD EMALL and payment by government 

purchase/corporate credit card. These procedures are intended to facilitate processing for requisitions for 

contractor-furnished (CFM) paid by corporate credit card. Note, however, that an EMALL prepared 

requisition for CFM paid by corporate credit card may have the same configuration as a requisition for 

Government-furnished (GFM) paid by government purchase card (if it is lacking any of the GFM required 

entries). When using the same configuration, both CFM and GFM requisitions will be edited in the same 

manner. These procedures require the establishment of a new edit table at the DAASC containing the 

contractor DODAAC as authorized by the contracting officer for ordering CFM using corporate credit 

cards. The new table will be referred to as the “DOD EMALL CFM Table.” Requisitions placed 

through EMALL for government purchase or corporate credit card payment will contain Fund Code XP, 

the contractor DODAAC as the ship-to, and the Government DODAAC for DOD EMALL (SP5200) in 

the supplemental address, identified as the bill-to activity. This configuration will be interpreted by source 

of supply (SoS) and DAAS processing as a GFM requisition under MILSTRIP rules. The DOD EMALL 

will forward the requisition to the ICP via DAAS. DAAS will recognize the EMALL supplemental 

address and employ both existing GFM edits and the new edit table to validate the requisition. If valid, 

DAAS will forward the requisition to the SoS. If not valid, DAAS will reject with Status Code CL. The 
ICP (which will be unable to determine whether the contractor requisition is for GFM or CFM) will 

generate a DI Code AX1, ICP GFM Validation Request, transaction to validate the requisition with the 

MCA. DAAS will recognize the EMALL supplemental address and again employ existing GFM edits and 

the new edit table to take appropriate action. If the new edit table identifies the contractor DODAAC as 

authorized by the contracting officer for ordering CFM using corporate credit cards, then DAASC will 

validate the requisition and respond to the SoS with a DI Code AX2 with Advice Code “2M” indicating

the requisition is valid. The SoS will continue processing. If the contractor DODAAC is not contained on 

the DOD EMALL CFM Table, but the requisition contains a valid MCA code, then DAASC will forward 

the AX1 to the MCA for validation. If the contractor DODAAC is not contained on the EMALL 

Contractor Edit Table and the requisition does not contain a valid MCA code, then DAAS will provide a 

DI Code AX2 with Status Code “CL” indicating the transaction is invalid. The SoS will reject the 

requisition.

Note: This approved change does not differ substantively from the PDC. New information is 

provided a paragraph 7 below for clarification.

c. Procedures: The following changes apply to MILSTRIP; a corresponding DLMS change will 

be applied. 

(1) Revise MILSTRIP Chapter 11 as indicated in the enclosure. 

(2) Revise MILSTRIP Definitions and Terms to add the following definition:

CONTRACTOR-FURNISHED MATERIEL (CFM). CFM is material that the contractor is 

contractually required to provide. The source of supply for CFM may be the commercial market or the 

federal supply system when authorized in the contract.

(3) Revise AP2.16, Status Codes:

CODE EXPLANATION 

CL Rejected. Contractor’s requisition or related transaction is to be processed initially by an 

MCA. Transaction entries indicate direct submission. Research for correct MCA and 

submit a new requisition. 12 If intent was to order via DOD EMALL using a 

corporate credit card, then contact your contracting officer to ensure you are 

authorized and that your DODAAC has been identified to appropriate requisition 

processing activities.

(4) Revise MILSTRIP AP2.1, Document Identifier Codes:

CODE DOCUMENT TITLE EXPLANATION
AX138 Inventory Control Point

Government-Furnished 

Materiel Validation Request

From ICP to MCA to validate GFM transactions to a valid 

contract. May be intercepted by DAAS when applied 

to contractor requisitions submitted via DOD

EMALL indicating payment by corporate credit card.

AX2 39 Management Control Activity 

Government-Furnished 

Validation Response

From MCA to ICP. Response to ICP validation request of 

GFM transactions. Also used by DAAS when applied 

to contractor requisitions submitted via DOD

EMALL indicating payment by corporate credit card.

 

38 Procedures to control access to DOD material inventories by defense contractors last reported as not 

implemented by USA (Retail) Refer to AMCL 1A.

 

39 See Footnote 38.

(5) Revise MILSTRIP C1.1, General Information to insert the following paragraph and renumber 

accordingly:

C1.7.3. DOD EMALL. Use the DOD EMALL for PD 01-15 as prescribed by Component guidance. 

The DOD EMALL supports standard MILSTRIP requisitioning procedures and offers additional flexibility 

in payment method and ship-to identification for authorized customers. Refer to www.emall.dla.mil for 

additional information and to register as a new user.

d. Alternatives: Require full MCA validation for CFM requisitions. 

5. REASON FOR CHANGE: CFM requisitions placed via DOD EMALL for credit card payment 

are currently being trapped by the DAASC GFM edit and are being rejected with Status Code “CL.” 

This is because they are configured as if they were a GFM requisition being sent directly to the DLA ICP 

without any coding indicating that the requisition was reviewed by the appropriate MCA first. The 

MILSTRIP GFM edit is based upon the configuration of the ship-to and bill-to information as follows. 

First DAASC determines whether the requisition is coded as a GFM requisition. GFM requisitions (for 

other than Army) are coded to indicate that a contractor DODAAC is the ship-to activity and a 

government DODAAC is the bill-to activity. For GFM requisitions the RIC in rp 4-6 is to be either the 

RIC of the MCA (which DAASC would pass the requisition to for review) or the RIC in 4-6 may be the 

SoS/ICP if an MCA is identified by either the distribution code (rp 54) or a RIC in rp 74-76. When the 

MCA identification is present in rp 54 or rp 74-76, DAASC assumes the order is coming from the MCA 

and they will route the requisition to the SoS. Since the EMALL requisitions do not have an MCA RIC in 

4-6 or the MCA codes in either rp 54 or 74-76, DAASC rejects the requisition as a GFM requisition 

bypassing the MCA (with Status Code CL). If this requisition would have been submitted to SoS, 

bypassing DAASC, it would still have been rejected. The SoS would also have identified this as a GFM 

requisition and would have generated an AX1 to validate the requisition with the MCA. When DAASC 

received the validation request, there would be no codes in the requisition identifying an MCA for DAASC 

to forward the validation request to and they would have provided an AX2 response back to SoS with 
Status Code “CL” indicating that the SoS should cancel the requisition

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: This change is designed to have minimal procedural and automated processing 

impact. No program changes are required by the SoS or DOD EMALL for proper CFM requisitions to 

process. DAAS will insert edit table validation within existing framework for GFM requisition validation. 

This change can be implemented quickly and will support continued use of DOD EMALL for all types of 

requisitions and payment methods.

b. Disadvantages: DOD EMALL requisitions for CFM paid by credit card have the same 

configuration as a GFM requisition. Care must be taken to recognize these requisitions as CFM or they

will not be properly recorded as sales in financial/management systems. These procedures provide a 

“quick fix,” but do not address potential interface issues.

7. ADDITIONAL INFORMATION:

a. DOD EMALL GFM Procedures. The DOD EMALL does not currently support data 

contents required for standard MILSTRIP GFM requisitioning. By agreement with the DOD EMALL 

program, specific field legends to identify the manufacturer’s directive number, contract call order number, 

and contract identification will be adopted by the DOD EMALL. These MILSTRIP GFM changes are 

tentatively scheduled for Version 5.4 release in April 2003.

b. DOD EMALL CFM Procedures. The following list delineates DOD EMALL procedures,

clarifying the steps involved in identifying and approving a contractor for access to DOD supply sources for 

CFM using the DOD EMALL.

(1) Contractors register on EMALL, filling out the screen and printing their information on 

company letterhead.

(2) Contracting Officer receives and signs registration requests and forwards to fax number at 

top of form (Registration Authority). The signature is a commitment on the Contracting Officer's part to 

review monthly activity for the account being approved, to include request for revocation, if needed. 

(3) Registration Authority validates contractor's request and authorizes account for use.

(4) Registration Authority forwards contractor's DODAAC by e-mail (for inclusion in the DOD EMALL 

CFM Table) to DAASC (primary and alternate DAASC points of contact) and to the DOD EMALL 

deputy program manager for info only. Subject line (for easy identification) will be "DOD EMALL CFM 

DODAAC Edit Table".

 (5) DAASC adds new DODAAC to the table. 

(6) DOD EMALL Operations Team runs a report every month to locate any contractor 

registrations where the end date of the contract is the month to follow.
 (7) Help Desk receives this report and contacts the contractor/customer AND the Contracting 

Officer to determine if the contract will be extended or will be closed out. Help Desk will forward their 

customer contact results to the Registration Authority and enter a comment into the user account profile 

requesting the Registration Authority either extend the end date or revoke the account.

 (8) Registration Authority will send an e-mail to the distribution list in #4 above indicating the 

DODAAC that should be removed from the table when an account is revoked. 

 

 (9) DOD EMALL Operations Team will run reports for each contractor account on DOD

EMALL every month. The report will list the items, quantities and dollar value for each order placed by 

the contractor in the preceding month. This report will be forwarded to the Contracting Officer for review. 

The purpose of the review is to ensure the contractor stays within the scope of the contract for which they 

have been granted access.

(10) If the Contracting Officer notices any irregularities that can not be cured through discussions 

with the contractor, they will contact the DOD EMALL Help Desk and request the account be revoked 

immediately.

8. IMPACT:

a. Data Content/Procedures: DAAS system changes requiring validation of contractor 

requisitions to ensure contractors are authorized to use Government supply sources.

b. Publication(s): DOD 4000.25-M (DLMS), DOD 4000.25-1-M (MILSTRIP), DOD 400.15-

10, DAAS.

c. DOD EMALL: DOD EMALL will take action to accommodate data entries associated with 

GFM requisitions: Manufacturer’s Directive Number, Contract Call Order Number, and Contract 

Identification. This will ensure that EMALL requisitions for GFM with payment via Government purchase 

card will be subjected to appropriate MCA controls.
DoD 4000.25-1-M

C11-1

C11. CHAPTER 11

GOVERNMENT FURNISHED MATERIEL

CONTRACTOR ACCESS TO GOVERNMENT 

SUPPLY SOURCES

C11.1. GENERAL

C11.1.1. This chapter prescribes policies and procedures for requisitioning GFM by or 

for contractors from the DoD Supply System. These procedures establish guidelines to 

requisitioners and authorized contractors and S/As to obtain Government-furnished 

materiel (GFM) from DoD inventories to fulfill of contract requirements1. These 

procedures also support the use of MILSTRIP requisitioning by authorized 

contractors to obtain material from Government supply sources to be used as 

contractor-furnished materiel (CFM) under controls established by the authorizing 

Component.

C11.1.2. The S/As will assign a unique RI and distribution code to each management 

control activity (MCA) validating GFM requisitions.

C11.1.3. Any attempt to circumvent GFM/CFM validation requirements is sufficient 

cause to refer violation to the appropriate criminal investigating activity to determine 

possible fraud, waste, and abuse. The sponsoring Service will make violation referrals to 

criminal investigating activities or monitoring MCA based upon reports of rejected 

transactions or violations discovered during the post validation process.

C11.1.4. 

C11.2. APPLICABILITY

C11.2.1. These procedures apply to all contractors and all S/A activities requisitioning 

GFM or CFM from DoD supply sources(s). The production of ammunition is excluded 

from GFM control.

 

1 Procedures to control access to DoD materiel inventories by defense contractors last reported as not 

implemented by USA (Army Retail). Refer to AMCL 1A.
DoD 4000.25-1-M

C11-2

C11.3. PREPARATION OF REQUISITIONS AND RELATED TRANSACTIONS FOR 

GOVERNMENT MATERIEL FURNISHED TO CONTRACTORS

C11.3.1. Requisitions for GFM may be initiated by the responsible S/A or, subject to 

the terms of the contract, by contractors. Requisitions for GFM will be prepared and initially 

submitted by GFM requisitioners, both contractors and S/As, using current MILSTRIP 

media transmission techniques to the S/A MCA designated for monitoring the contract. 

Transmission through DAAS will be utilized to the extent practical.

C11.3.2. Requisitions and associated transactions containing an S/A code designated 

for contractors, as specified in AP2.2 (rp 30-35 or rp 45-50 if ship-to address), will be 

processed under GFM controls and restrictions except when the signal and fund codes 

indicate the issue will be for CFM with contractor reimbursement by other than an Army 

contractor. All Army contractor requisitions and associated transactions must be 

processed under GFM controls. 

C11.3.3. In addition to normal requisition data, GFM requisitions will contain the 

following:

C11.3.3.1. Dls A01, A02, A04, A05, A0A, A0B, A0D, A0E, A3_, and A4_ will be in 

rp 1-3.

C11.3.3.2. Rl in rp 4-6 identifying the appropriate S/A MCA monitoring the contract.

C11.3.3.3. Contractor generated requisitions will contain the appropriate contractor 

DoDAAC in rp 30-35.

C11.3.3.4. S/A generated requisitions for GFM will contain the appropriate 

contractor DoDAAC in rp 45-50.

C11.3.3.5. When applicable, a signal code in rp 51 to indicate issue without 

reimbursement.

C11.3.3.6. When applicable, a fund code in rp 52-53 to indicate issue without 

reimbursement.

C11.3.3.7. At the option of the S/A, a three-character MDN in rp 54-56 may be 

used in lieu of the PIIN in rp 73-80.

C11.3.3.8. When applicable, the call order number in rp 69-72.

C11.3.3.9. At the option of the S/A, the last eight positions of the PIIN in rp 73-80 in 

lieu of the MDN in rp 54-56. This entry is mandatory if the MDN is not entered in rp 54-56.

C11.3.3.10. GFM non-NSN requisitions will be identified with an E in rp 68; the call 

order number, if appropriate, in rp 69-72; and at the option of the S/A, the last eight 
DoD 4000.25-1-M

C11-3

positions of the PIIN in rp 73-80 in lieu of the MDN in rp 54-56 (this entry is mandatory if the 

MDN is not entered in rp 54-56).

C11.4. SUBMISSION OF GOVERNMENT-FURNISHED MATERIEL REQUISITIONS 

AND RELATED TRANSACTIONS

C11.4.1. Frequency of submitting GFM requisitions is the prerogative of the 

requisitioner. GFM requisitions will be submitted, when necessary, to meet contract 

requirements.

C11.4.2. GFM requisitions (DI A0_) and associated GFM transactions will be initially 

submitted to an MCA.

C11.4.3. It is mandatory that GFM requisitions be forwarded regardless of origin, such 

as contractor or S/A initiated, to the appropriate S/A MCA for validation. After validation 

by the S/A MCA, the MCA will forward validated requisitions to the ICP. Where the MCA 

and ICP are collocated, internal passing of transactions is authorized. When the MCA and 

ICP are not collocated, the transmission should be via DAAS, where practical.

C11.4.4. Modifier transactions are authorized for GFM requisitions only to modify the 

project code, PD, advice code, and the RDD. Modifiers may not be used to change the 

SUPADD to a contractor’s SUPADD. Modifiers are subject to GFM controls and 

validation procedures.

C11.5. MANAGEMENT CONTROL ACTIVITY PROCESSING OF GOVERNMENTFURNISHED MATERIEL REQUISITIONS AND RELATED TRANSACTIONS

C11.5.1. The MCA will receive GFM requisitions (DIs A01, A02, A04, A05, A0A, A0B, 

A0D, and A0E), passing orders (DI A3_), referral orders (DI A4_), followups (DI AT_), and 

modifiers (DI AM_ only for RDDs, project codes, PDS, and advice codes). The MCA may 

receive supply status (DI AE_), shipment status (DI AS_), MOV transactions (DIs AN_ and 

AP_), followups (DIs AF_ and AK_), and cancellations (DI AC_). All other DIs received by 

the MCA will be rejected with Status Code CR.

C11.5.2. Based upon criteria furnished by procurement/contracting offices, the MCA 

will validate the data elements and codes in GFM transactions other than DIs AE_, AS_, 

AF_, AK_, AC_, AN_, and AP_, as indicated in Figure C11-1. The MCA will make 

changes, reject, or continue processing action on the GFM transactions.

C11.5.3. The MCA will maintain requisition history files to serve as an auditable record 

of GFM transactions. In addition, the MCA will generate reports as required by DoD 

4140.1-R (DoD Materiel Management Regulation).
DoD 4000.25-1-M

C11-4

C11.5.4. Under emergency conditions, such as a potential contract work stoppage, the 

MCA may receive telephonic requisitions, PDs 01-08, for GFM. When this occurs, the 

MCA may telephone the requisitions to the appropriate supply source and validate the 

requirements afterward. If the post validation process reveals the requisitioner is not 

authorized GFM, the following actions will be taken:

C11.5.4.1. Submit cancellation requests to the appropriate supply source.

C11.5.4.2. Advise the appropriate criminal-investigating agency for determination 

of fraud waste, and abuse.

C11.5.5. Upon completion of the validation process, the MCA will make the following 

changes and forward the requisitions, or internal requisition transactions (optional only 

when the MCA and supply source are collocated in the same distribution system), 

cancellations, followups, modifiers, passing orders, or referral orders to the applicable 

supply source through DAAS, if practical:

C11.5.5.1. Insert the routing identifier of the supply source in rp 4-6.

C11.5.5.2. Insert the distribution code of the MCA validating the transaction in rp 54 

or the MDN consisting of the MCAs distribution code in rp 54 and two other alpha/numeric 

characters in rp 55-56.

C11.5.5.3. Delete the data in rp 69-80.

C11.5.5.4. If required by the S/A, insert the RI of the validating MCA in rp 74-76 of 

the requisition. The MCA RI will be in rp 74-76 of the passing order or referral order.

C11.5.6. MCAs in receipt of DI AX1 transactions (AP3.52) will validate the data 

contained therein. This validation process must be completed and a DI AX2 transaction 

created and forwarded to the applicable supply source within 15 days of receipt of the DI 

AX1 transaction. The format for the DI AX2 transaction is contained in AP3.53. The DI 

AX1 will be validated as follows:

C11.5.6.1. If the requisition has been previously validated, the DI AX2 transaction 

will contain Advice Code 2M.

C11.5.6.2. If the requisition has not been previously validated and the call order 

number/PIIN (or MDN) is not present, the DI AX2 transaction will contain Advice Code 2U.

C11.5.6.3. If the requisition has not been previously validated and the call order 

number/PIIN (or MDN) is present, validate the data elements as indicated in Figure C11-1, 

and generate the DI AX2 transaction as follows:

C11.5.6.3.1. If the validation process reveals that the contract is not valid, the DI 

AX2 will contain Advice Code 2U.
DoD 4000.25-1-M

C11-5

C11.5.6.3.2. If the validation process reveals that the requested quantity 

exceeds the contract authorized quantity, the DI AX2 will contain Advice Code 2R and the 

quantity that can be supplied will entered in rp 25-29.

C11.5.6.3.3. If the validation process reveals that the requested quantity 

exceeds the contract authorized quantity, DI AX2 will contain Advice Code 2Q.

C11.5.6.3.4. If the validation process reveals that the requested item, or 

requisitioner, or DoDAAC in rp 45-50, is not authorized GFM under a valid contract, the DI 

AX2 will contain Advice Code 2V.

C11.5.6.3.5. If the validation process reveals that the requested item is 

authorized, the DI AX2 will contain Advice Code 2M.

C11.5.7. MCAs in receipt of DI AE_ transactions with Status Code BF will review for 

establishment of a valid requisition. If a valid requisition exists, a DI AT_ transaction will be 

generated. If a valid requisition does not exist, a report will be generated for internal 

review. Subsequent receipt of a valid requisition will be processed under the 

procedures/validation process indicated in Figure C11-1.

C11.6. SUPPLY SOURCE PROCESSING OF GOVERNMENT-FURNISHED 

MATERIEL REQUISITIONS AND RELATED TRANSACTIONS

C11.6.1. Supply sources receiving GFM requisitions, modifiers, passing orders, 

referral orders, followups, and cancellations, irrespective of method of transmission, will 

process such transactions under GFM procedures. Supply sources in receipt of GFM 

requisitions for items not managed by their activity will reject the requisitions with Status 

Code CH. Supply sources will edit transactions for the prescribed data elements and 

codes in GFM transactions and correct, continue processing actions, or reject, as 

appropriate. See AP2.16, this manual, for applicable status codes.

C11.6.2. Supply sources will validate all GFM transactions. Subsequent to performing 

the edits in chapter 3, supply sources in receipt of requisitions, passing orders, referral 

orders, modifiers, or followups being treated as requisitions, containing a contractor’s 

service code under AP2.2, in rp 30-35 or in rp 45-50, if ship-to address, will perform the 

supply source/MCA validation process except when the signal and fund codes indicate the 

issue will be with contractor reimbursement by other than an Army contractor. All Army 

contractor requisitions and associated transactions will be processed under GFM controls. 

(Note: The supply source/MCA validation process is not required when an internal 

requisition transaction is received from a collocated MCA in the same distribution system. 

However, supply sources are required to have safeguards in place to ensure that only 

internal transactions generated by the collocated MCA are accepted/processed.)
DoD 4000.25-1-M

C11-6

C11.6.3. Under emergency conditions, supply sources may receive telephonic 

requisitions (PD 01-08) from the MCA or requisitioner. These requisitions may be 

processed for immediate supply action. Subsequent to taking immediate supply action; 

the GFM validation process will be accomplished. If the DI AX2 transaction is not received 

within 15 days of the DI AX1 transaction or the advice code received indicated that the 

transaction is not authorized, the incident will be referred to the appropriate criminalinvestigating agency.

C11.6.4. The supply source/MCA validation process is as follows:

C11.6.4.1. For each GFM requisition or transaction that is treated as a requisition, 

the supply source will employ one of the following options:

C11.6.4.1.1. Create and forward a DI AX1 transaction to the MCA identified in 

rp 74-76 or rp 54 of the requisitioner’s transaction. The format for the DI AX1 transaction is 

in AP3.52. If rp 74-76 and rp 54 of the requisitioner’s transaction are blank or invalid, the 

transaction will be rejected with Status Code CL.

C11.6.4.1.2. Create and forward a DI AX1 transaction to DAAS regardless of 

the coding contained in rp 74-76 or rp 54 of the requisitioner’s transaction. The format for 

DI AX1 transaction is in AP3.52. Edits regarding validity of the data in rp 74-76 or rp 54 

will be performed by DAAS under paragraph C11.7.2, below.

C11.6.4.1.3. Utilize a combination of the above options: one for intra-Service 

transactions and one for inter-Service transactions.

C11.6.4.2. Further supply support action on the requisitioner’s transaction will be 

suspended pending receipt of the DI AX2 or until 15 days have elapsed from the date of 

the DI AX1 transaction whichever occurs first.

C11.6.4.3. If the DI AX2 transaction is not received and 15 days have elapsed, the 

requisitioner’s transaction will be rejected with Status Code DR.

C11.6.4.4. Upon receipt of the DI AX2 transaction, the supply source will process 

the suspended transaction using instructions provided by the advice/status code in rp 65-

66.

C11.6.4.4.1. If the advice code is 2U, the suspended transaction will be rejected 

with Status Code DB.

C11.6.4.4.2. If the advice code is 2R, the suspended transaction will be 

processed for the quantity indicated in rp 25-29 of the DI AX2 transaction. The quantity 

difference between the suspended transaction and the DI AX2 transaction will be rejected 

with Status Code DJ.

C11.6.4.4.3. If the advice code is 2Q, the suspended transaction will be 

rejected with Status Code DQ.
DoD 4000.25-1-M

C11-7

C11.6.4.4.4. If the status code is CL, the suspended transaction will be rejected 

with Status Code CL.

C11.6.4.4.5. If the advice code is 2V, the suspended transaction will be rejected 

with Status Code DN.

C11.6.4.4.6. If the advice code is 2M, the suspended transaction will be 

processed under applicable supply source procedures.

C11.6.4.4.7. If the advice/status code is blank or invalid, the suspended 

transaction will be rejected with Status Code DR.

C11.6.4.5. If a DI AX2 transaction is received, and there is a record of the 

requisition but a DI AX1 transaction has not been submitted, the DI AX2 transaction will be 

discarded and a DI AX1 transaction will be generated.

C11.6.4.6. If a DI AX2 transaction is received, and there is no record of the 

requisition, a DI AE_ transaction, with Status Code BF, will be generated.

C11.6.5. Followups will be processed to determine the current status of requisitions or 

cancellation requests previously submitted. Time standards for dispatching status in reply 

to followups are as indicated in chapter 3, paragraph C3.21., this manual.

C11.6.6. Supply sources in receipt of DI AT_ transactions, containing a service code 

designated for contractors, as specified in AP2.2, in rp 30-35 or 45-50, if ship-to address, 

and having no record of the original requisition, will create and forward a DI AX1 

transaction except when the signal and fund codes indicate the issue will be with contractor 

reimbursement by other than an army contractor. All Army contractor requisitions and 

associated transactions will be processed under GFM controls. The processing of the DI 

AX1 transaction and the responding DI AX2 transactions will accomplished under 

procedures contained in this chapter.

C11.7. DEFENSE AUTOMATIC ADDRESSING SYSTEM PROCESSING OF 

GOVERNMENT-FURNISHED MATERIEL TRANSACTIONS

C11.7.1. DAAS will pass all GFM requisitions and related transactions to the RI code

in rp 4-6 if the RI code identifies an established MCA. If the RI code is not an established 

MCA, and the distribution code identifies an established MCA or the RI code in rp 74-76 

identifies a valid MCA, DAAS will route the transaction. If the RI code is not an established 

MCA, and the distribution code does not identify an established MCA or the RI code in rp 

74-76 does not identify a valid MCA, the transaction will be rejected with Status Code CL.

C11.7.2. DAAS will pass all DI AX1 transactions to the activity identified with a valid 

MCA RI code in rp 74-76, or MCA distribution code in rp 54. If the DI AX1 transaction has 
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an invalid MCA RI and an invalid MCA distribution code, a DI AX2 with Status Code CL will 

be generated and forwarded to the supply source.

C11.7.3. DAAS will pass all DI AX2 transactions to the supply source identified by the 

RI in rp 4-6.

C11.8. CONTRACTOR REQUISITIONS FOR CONTRACTOR-FURNISHED 

MATERIEL

C11.8.1. Requisitions for materiel from Government supply sources for 

shipment to contractors which identify the contractor as the bill-to activity are not 

subject to GFM MCA controls (with the exception of Army contractor requisitions 

to which MCA controls are applicable). DoD Components will establish appropriate

procedures for oversight of CFM requisitions in accordance with the Federal 

Acquisition Regulation. 

C11.9. PREPARATION OF DOD EMALL REQUISITIONS BY CONTRACTORS. 

Authorized contractors may establish DoD EMALL accounts to facilitate 

submission of requisitions for materiel. To register, go to www.emall.dla.mil and 

click on New User Registration. Prior to establishing the account, the applicable 

contracting officer must insure that the contractor is authorized access to 

Government supply sources and must agree to review monthly or quarterly reports

prepared by the DoD EMALL monitoring contractor activity.

C11.9.1. DoD EMALL requisitions for GFM will follow prescribed rules for MCA 

controls. Additionally, CFM requisitions for Army contractors will follow prescribed 

rules for MCA controls. CFM requisitions indicating method of payment by 

corporate credit card are subject to special processing controls as described below.

C11.9.1.1. The DoD EMALL administrator will identify to DAAS all 

contractors authorized access to Government materiel for purchase as CFM using 

a corporate credit card as the method of payment. DAAS will maintain these 

DoDAACs as an authorized contractor edit table (referenced hereafter as the DOD 

EMALL CFM Table) to be employed during initial processing and for DI AX1 

processing.

C11.9.1.2. DoD EMALL requisitions for shipment to contractors using 

payment by corporate credit card are assigned Signal Code B, Fund Code XP, and 

the supplemental address of the DoD EMALL DoDAAC (SP5200). This 

configuration identifies a Government DoDAAC as the bill-to activity,therefore,

DAAS and the DoD-Component supply source processing systems will interpret 

such transactions as GFM requisitions. The DAAS will validate these transactions 

against both existing GFM edits and the DOD EMALL CFM Table to determine 

appropriate action. If the contractor requisition does not contain a valid MCA 
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identification code and the DoDAAC is not listed in the DOD EMALL CFM Table,

DAAS will reject with Status Code CL. If the contractor DoDAAC is listed or if an 

MCA is identified by either a distribution code in rp 54 or an RI in rp 74-76, DAAS 

will forward the requisition to the supply source. The supply source will submit a 

DI AX1 to DAAS for validation following GFM MCA procedures. DAAS will 

recognize the EMALL supplemental address and again employ existing GFM edits 

and the DOD EMALL CFM Table to take appropriate action. If the DOD EMALL 

CFM Table identifies the contractor DoDAAC as authorized by the contracting 

officer for ordering CFM using corporate credit cards, then DAASC will validate the 

requisition and respond to the supply source with a DI AX2 using Advice Code 2M

indicating the requisition is valid. The supply source will continue processing. If 

the contractor DoDAAC is not contained on the DOD EMALL CFM Table, but the 

requisition contains a valid MCA code, then DAASC will forward the DI AX1 to the 

MCA for validation. If the contractor DoDAAC is not contained on the DOD EMALL 

CFM Table and the requisition does not contain a valid MCA code, then DAAS will 

provide a DI AX2 with Status Code CL indicating the transaction is invalid. The 

supply source will reject the requisition.
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CODE OR DATA 

ELEMENT

VALIDATION OF ENTRY

Document Identifier If DI is A01, A02, A04, A05, A0A, A0B, A0D, A0E, AT_, A3_, 

A4_, or AM_ (for RDD, project code PD, or advice code), 

continue the GFM validation.

Stock Number Verify item requisitioned against a valid contract to determine 

authority for issue to the contractor. If blank, incorrect, or not 

authorized, reject with Status Code DN.

Unit of Issue Validate the unit of issue in conjunction with the quantity to 

ensure that the quantity requisitioned does not exceed the 

authorized quantity. If quantity is excessive, see validation of 

quantity field. (Note: If a change of unit pack has occurred, 

appropriate adjustment should be made for quantity 

authorized.)

Quantity If item ordered is authorized by contract, verify the quantity. If 

blank or invalid, reject with Status Code CD. If the 

requisitioned quantity exceeds the remaining quantity 

authorized, reject the quantity which exceeds the authorized 

quantity with Status Code DJ. If authorized quantity has been 

exhausted by previous requisition(s), reject total quantity 

requisitioned with Status Code DQ.

Requisitioner If blank or incorrect, discard. If not authorized, reject with 

Status Code DN.

Document Number If blank or incorrect, reject with Status Code CD.

Supplementary 

Address

If contractor DoDAAC, and affected by signal code, and 

incorrect or not authorized, reject with Status Code DN.

Signal and Fund If signal and fund codes indicate issues without contractor 

reimbursement, process as GFM; otherwise, consider as 

CFM. CFM requisitions, except for Army, are not subject to 

MCA review. All Army contractor requisitions and associated 

transactions will be processed under GFM controls.

Manufacturer’s The MDN may be used in rp 54-56 in lieu of the PIIN in rp 73-
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Directive Number 80. If the MDN option is used and the MDN equates to a valid 

contract number, validate; otherwise, reject with Status Code 

DB.

Contract Call Order 

Number

If specified by S/A contract, and entry is blank or incorrect, 

reject with Status Code DB.

Last eight positions of 

the Procurement 

Instrument 

Identification Number

If blank, or contract is not on MCA file, or contract has expired, 

reject with Status Code DB. (If not using the MDN option, rp 

54-56, then the last eight positions of the PIIN is mandatory.)

Figure C11.1. Management Control Activity Validation Process of Government-Furnished 

Materiel Transactions